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HomeMy WebLinkAbout1999-11-02; City Council; 15470; Management Compensation And BenefitsCl=’ OF CARLSBAD - AGEWA BILL “1 . 4B # 15,470 TITLE: #TG. 11/2/99 3EPT, bIODIFICATION TO THE MANAGEMENT COMPENSATION HR 4ND BENEFITS PLAN SECOMMENDED ACTION: Adopt Resolution No. 99-481 modifying the Management Compensation and Benefits Plan to allow employees represented by the Carlsbad Police Management Association (CPMA) to access the vacation conversion option. ITEM EXPLANATION: On September 14, 1999, the City Council adopted Resolution No. 99-320 that established an annual voluntary conversion of accrued vacation hours for affected management employees. This resolution did not affect CPMA represented employees since at that time the City was in the process of meeting and conferring with the CPMA. The City and the CPMA have come to an agreement regarding the practice of vacation accrual, payout of vacation hours accrued over the maximum and the vacation conversion option. The terms of this agreement are reflected.in the attached side letter. It is staffs recommendation that the City Council authorize a modification to the Management Compensation and Benefits Plan to allow Police Captains and Police Lieutenants to have access to the Vacation Conversion option. The Vacation Conversion option specifies that each December, management employees will be allowed to voluntarily convert up to 80 hours of accrued vacation to cash, provided that they have used 80 hours of vacation during the calendar year. FISCAL IMPACT: There is no fiscal impact associated with implementing the vacation conversion option for management employees. The City will pay employees for accrued vacation whether it is taken as paid vacation or converted to cash under this provision. The cost associated with paying the CPMA represented employees for vacation hours accrued over the maximum is approximately $25,000. The majority of this amount was expensed in the 1998/l 999 fiscal year in anticipation of resolving this issue. EXHIBITS: 1. Resolution No. 99-481 modifying the Management Compensation and Benefits Plan (including the vacation provision of the Revised Management Compensation and Benefits Plan). 2. Side letter between the Carlsbad Police Management Association and the City of Carlsbad. 3. Underlined/Strikeout Copy of the vacation provision of the Management Compensation and Benefits Plan. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 20 RESOLUTION NO. gg-481 MODIFICATION OF THE MANAGEMENT COMPENSATION AND BENEFITS PLAN. WHEREAS, the City Council adopted Resolution No. 99-320 establishing an annual voluntary conversion of accrued vacation hours for affected management employees; and WHEREAS, Resolution No. 99-320 did not affect management employees represented by the Carlsbad Police Management Association (CPMA); and WHEREAS, the City and the CPMA have met and conferred in good faith and reached agreement regarding the practice of vacation accrual, payout of vacation hours accrued over the maximum and the vacation conversion option. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. /l/f II/l - 1 2. That the City Council hereby modifies Section 3, Management Leave, of 2 the Management Compensation and Benefits Plan to allow Police Captains and Police 3 Lieutenants to voluntarily convert up to 80 hours of accrued vacation each December to 4 cash, provided that an employee has used 80 hours of vacation during that calendar year. 5 6 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad 7 City Council held on the 2nd , 1999 by the following vote, to day of November 8 II wit: 9 AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin 10 NOES: None 11 12 ABSENT: None 13 14 15 ATTEST: 16 17 18 19 20 21 22 23 24 25 26 27 20 EXHIBIT 1 l Vacation All management employees shall earn vacation on the following basis: Beginning with the first (1 st) working day through the completion of five (5) full calendar years of continuous service - 80 hours/year (3.08 hours biweekly). Beginning the sixth (6th) year of employment through the completion of ten (10) full calendar years of continuous service - 120 hours/year (4.62 hours biweekly). Beginning the eleventh (11 th) year of employment through the completion of eleven (11) full calendar years of continuous service - 128 hours/year (4.92 hours biweekly). Beginning the twelfth (12th) year of employment through the completion of twelve (12) full calendar years of continuous service - 136 hours/year (5.23 hours biweekly). Beginning the thirteenth (13th) year of employment through the completion of thirteen (13) full calendar years of continuous service - 144 hours/year (5.54 hours biweekly). Beginning the fourteenth (14th) year of employment through the completion of fifteen (15) full calendar years of continuous service - 152 hours/year (5.84 hours biweekly). Beginning the sixteenth (16th) year of continuous employment, vacation time shall be accrued, and remain at a rate of 160 hours for every full calendar year of continuous employment thereafter (6.15 hours biweekly). Management employees with comparable service in local government agencies may be granted credit for such service for the purpose of computing vacation at the discretion of the City Manager. All management employees shall be permitted to earn and accrue up to and including three hundred and twenty (320) hours of vacation, and no employee will be allowed to earn and accrue vacation hours in excess of the three hundred and twenty (320) hour maximum.* The City Manager shall be responsible for the granting of vacation to all management personnel, except in the case of the City Attorney’s Office, where the City Attorney shall be responsible for granting vacation. * If there are unusual circumstances that would require an employee to exceed the vacation accrual maximum, he/she must submit a request in writing to the Department Head and the City Manager. The Department Head and the City Manager may grant such a request if it is in the best interest of the City. Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances. Former CMWD management employees shall earn and accrue vacation up to and including the maximum as contained in their IndividuaZ Agreement. 0 Vacation Conversion Each December, management employees (including Police Lieutenants and Police Captains) will be allowed to voluntarily convert up to 80 hours of accrued vacation to cash, provided that they have used 80 hours of vacation during the calendar year. City of October 22, 1999 Don Lewis, President Carlsbad Police Management Association 2560 Orion Way Carlsbad, CA 92008 Dear Don: Re. Agreement Between the City and the Carlsbad Police Management Association (CPMA) regarding Vacation Accrual Thank you for your return telephone call today. Per your request, I have enclosed for your review and signature the agreement between the City and the Carlsbad Police Management Association (CPMA). As you will note, this agreement addresses the following: 1) Agreement to compensate affected CPMA represented employees for all vacation accrual over the existing 320 hour maximum, as of October 3 1, 1999; 2) Change in vacation accrual practice eliminating an employee’s ability to earn and accrue vacation above the vacation accrual maximum of 320 hours, effective November 1,1999; and 3) Upon approval by the City Council, amendment of the Management Compensation & Benefits Plan to provide Police Lieutenants and Police Captains access to the Vacation Conversion provision. We have submitted an agenda bill for Council consideration and action and we anticipate that this agenda bill will be scheduled for the November 2, 1999, City Council meeting. Again, it has been a pleasure working with you to develop an agreement to this change in practice which is acceptable to all parties. If you have any questions, please feel free to contact me at 434-2859 or alternatively Assistant City Manager Frank Mannen at 434-2823. a& Human Resources Director Attachment cc Assistant City Manager Police Chief 1200 Carlsbad Village Drive l Carlsbad, CA 92008-l 989 l (760) 434-2852 l FAX (760) 720-I 875 Exhibit 2 SIDE LETTER BETWEEN THE CARLSBAD POLICE MANAGEMENT ASSOCIATION AND THE CITY OF CARLSBAD WHEREAS, the Carlsbad Police Management Association and representatives of the City of Carlsbad met and conferred and reached agreement on a change in practice regarding vacation accrual. WHEREAS, the City’s current practice does not accurately reflect the intention of each party and is not consistent with the Management Compensation and Benefits Plan which states that “All management employees shall be permitted to earn and accrue up to and including three hundred and twenty (320) hours, and no employee will be allowed to earn and accrue vacation hours in excess of the three hundred and twenty (320) hour maximum. ” WHEREAS, each party agrees with the intent that employees represented by CPMA stop earning and accruing vacation hours once the negotiated maximum accrual of 320 hours is earned by an employee. WHEREAS, the Carlsbad Police Management Association has expressed an interest in the Vacation Conversion provision of the Management Compensation and Benefits Plan and the City has agreed to provide Police Lieutenants and Police Captains access to this option. THE CPMA AND THE CITY OF CARLSBAD TO HEREBY AGREE THAT: 1. The City agrees to compensate affected employees for any accrued vacation hours that are over the existing vacation accrual maximum of 320 hours as of October 3 1, 1999. Compensation will be calculated at an employee’s current rate of pay and will be included in the paychecks issued on November 4, 1999. 2. Beginning November 1, 1999, the City will eliminate or “cap” an employee’s ability to earn and accrue vacation that is above the vacation accrual maximum of 320 hours. Any employee whose vacation balance reaches 320 hours will not earn or accrue any additional hours until his/her vacation balance falls below 320 hours. 3. Upon approval by the City Council, the Vacation Conversion provision of the Management Compensation and Benefits Plan will be amended to provide Police Lieutenants and Police Captains access to this option and will be modified to read as follows: “Each December, managemeni employees will be allowed to voluntarily convert up to 80 hours of accrued vacation to cash, provided that they have used 80 hours of vacation during the calendar year. ” IN WITNESS WHEREOF, the parties hereto understand and agree to the above term and conditions and have caused their duly authorized representatives to execute this Side Letter. CITY OF CARLSBAD City timager CARLSBAD POLICE b MANAGEMENT ASSOCIATION Sheldon T. Lewis President EXHIBIT 3 l Vacation All management employees shall earn vacation on the following basis: Beginning with the first (1 st) working day through the completion of five (5) full calendar years of continuous service - 80 hours/year (3.08 hours biweekly). Beginning the sixth (6th) year of employment through the completion of ten (10) full calendar years of continuous service - 120 hours/year (4.62 hours biweekly). Beginning the eleventh (11 th) year of employment through the completion of eleven (11) full calendar years of continuous service - 128 hours/year (4.92 hours biweekly). Beginning the twelfth (12th) year of employment through the completion of twelve (12) full calendar years of continuous service - 136 hours/year (5.23 hours biweekly). Beginning the thirteenth (13th) year of employment through the completion of thirteen (13) full calendar years of continuous service - 144 hours/year (5.54 hours biweekly). Beginning the fourteenth (14th) year of employment through the completion of fifteen (15) full calendar years of continuous service - 152 hours/year (5.84 hours biweekly). Beginning the sixteenth (16th) year of continuous employment, vacation time shall be accrued, and remain at a rate of 160 hours for every full calendar year of continuous employment thereafter (6.15 hours biweekly). Management employees with comparable service in local government agencies may be granted credit for such service for the purpose of computing vacation at the discretion of the City Manager. All management employees shall be permitted to earn and accrue up to and including three hundred and twenty (320) hours of vacation, and no employee will be allowed to earn and accrue vacation hours in excess of the three hundred and twenty (320) hour maximum.* The City Manager shall be responsible for the granting of vacation to all management personnel, except in the case of the City Attorney’s Office, where the City Attorney shall be responsible for granting vacation. * If there are unusual circumstances that would require an employee to exceed the vacation accrual maximum, he/she must submit a request in writing to the Department Head and the City Manager. The Department Head and the City Manager may grant such a request if it is in the best interest of the City. l Requests will be handled on a case-by-case basis and will be considered only in extreme circumstances. Former CMWD management employees shall earn and accrue vacation up to and including the maximum as contained in their Individual Agreement. Vacation Conversion Each December, management employees (v including Police Lieutenants and Police Captains) will be allowed to voluntarily convert up to 80 hours of accrued vacation to cash, provided that they have used 80 hours of vacation during the calendar year.